Deputy City Clerk

Deputy City Clerk

The City of Carlsbad is seeking an experienced, enthusiastic, and motivated Deputy City Clerk to become a part of its City Clerk Records Management team. Under general supervision of the Assistant City Clerk, perform a variety of responsible administrative and technical duties in support of the City Clerk's Office; to assist in the day-to-day functions of the department; and to perform other related work.

An employee in this role is expected to perform the full range of duties assigned in support of the City Clerk's Office; assist in the preparation, custody, preservation, and distribution of official city documents and records; prepare agenda and supporting material for City Council meetings; attend and take minutes at public meetings in the absence or at the direction of the Assistant City Clerk; respond to public and staff inquiries regarding public records, policies, and procedures; and assist the Assistant City Clerk in the election process; perform related duties as required.

Key responsibilities include typing, editing, and proofreading a variety of letters, reports, forms, notices, and other correspondence for grammatical and procedural accuracy; answering inquiries requiring an understanding of the application of policies, rules and regulations; providing back-up support and oversight of the front desk and reception area of the City Clerk's office, as needed; acting as Notary Public; attending meetings of the City Council and other public meetings as directed; assisting the Assistant City Clerk in the administration of city elections; maintaining City Clerk's Office information and pages on website; preparing and tracking recorded documents and Mylar maps for recordation; assisting in the preparation of departmental budget; processing administrative contracts/agreements for approval and signatures; assisting in coordinating advertising; assisting in the development of goals, objectives, policies, and procedures in the City Clerk's Office; preparing Foreign Residence Certificates for residents; maintaining the roster and membership status of the city's boards, commissions, and committees; administering oaths of office to new employees and board, commission, and committee members; assisting with the preparation and assembly of City Council agenda packets; responding to requests for research and information from the City Council, city staff, and the public regarding city codes, ordinances, and established policies and procedures; and staying current with new laws, trends, and innovations in assigned areas of responsibility.

To perform a job in this classification, an individual must be able to perform the essential duties as generally described in the specification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties in a specific job. The requirements listed below are representative of the knowledge, skill and/or ability required.

Knowledge of legal requirements of a City Clerk's Office, city ordinances and laws, governmental organization, rules and regulations, principles and practices of municipal government administration, applicable federal, state and municipal election laws, the Brown Act, the Maddy Act, and Fair Political Reform Act reporting requirements.

Ability to analyze data and prepare reports, use both discretion and confidentiality to uphold the principles, duties and ethics of the City Clerk's Office, interpret, explain, and apply federal, state and local policies, procedures, laws and regulations; provide information and organize material in conformance with policies and regulations, maintain complex records, including filing, storage, retrieval, and disposal of documents, evaluate situations or problems, develop recommendations and effective courses of actions, communicate clearly and concisely, work independently and with minimal supervision; work with complete discretion and confidentiality.

Experience and education equivalent to completion of the twelfth grade or GED preferably supplemented by courses or training in areas related to the functions of the department such as specialized business courses, computer software for word processing, spreadsheet or database management, and customer service; and five years progressively responsible clerical or secretarial functions, including administrative and technical duties related to the work of a City Clerk's Office. Specific experience working in a City Clerk's Office environment is highly desirable. Must pursue Certified Municipal Clerk Designation within first three years of position. Must be a Notary Public.